Day in the life
A Day in the Life of an Event Planner
What event planners actually do from the start of a shift to the end: the tasks, tools, schedule and realities of the job.
Review the countdown checklist for a conference in three weeks. From there, the day usually includes meet clients to define goals and budgets, research and book venues, and negotiate contracts with vendors. Planners often work long hours near events, including evenings and weekends, with travel.
Hour by hour: a typical shift
No two days are identical, but this timeline reflects a realistic day for an event planner working full time.
- Review the countdown checklist for a conference in three weeks.
- Call the hotel about room block pickup.
- Finalize the banquet menu and BEOs.
- Meet the AV company about stage setup.
- Update the registration website and attendee list.
- Review the budget and vendor invoices.
- Do a site visit at a wedding venue.
Where event planners work
Planners work in offices, hotels, convention centers and event venues, traveling to sites and working on their feet during events.
Hours and schedule
Planners often work long hours near events, including evenings and weekends, with travel.
Tasks you’ll do most often
- Meet clients to define goals and budgets
- Research and book venues
- Negotiate contracts with vendors
- Coordinate catering, AV and transportation
- Manage registration and attendees
- Create event timelines and run-of-show
- Manage the event on site and evaluate results
Tools you’ll use every day
- Event management software such as Cvent
- Spreadsheets
- Project management tools
- Floor plan software
- Registration platforms
- Communication apps
The best and hardest parts of the job
What people like
- Exciting, varied projects
- Creative and organizational work
- Travel opportunities
- Satisfaction of a successful event
What’s hard
- Long hours around events
- High stress and deadlines
- Weekend work
- Last-minute problems
You’ll likely thrive if…
- I love organizing details
- I stay calm when things go wrong
- I enjoy working with people
- I like creative projects
- I don’t mind weekend work
- I want variety and travel
Not sure? Take the free Event Planner fit quiz or the Career Match Quiz.
Staying safe on the job
- Plan crowd safety and emergency exits
- Follow venue fire codes
- Plan for accessibility
- Manage alcohol service responsibly